Operations Support Assistant - Finsbury Circus House, London

Purpose of the Role

The purpose of the role is to provide support to the FM+ team, reporting to the FM+ Operations Manager. To provide the highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

Key Responsibilities

• To work alongside the FM+ Operations Manager to ensure all systems are up to date with accurate information.
• To work alongside the FM+ Facilities Managers to assist with queries on sytems, finance & compliance.
• To produce reports for the FM+ team, including but not limited to; H&S reporting and operational reporting for both internal and external stakeholders.
• To assist with reviewing system data and ensuring the FM+ team action anything that is outstanding.
• To monitor and reply to queries in the FM+ Operations inbox.
• To assist with the compilation of Service Charge & Operational budgets including raising workflows.
• To chase H&S compliance & H&S remedial action closure across our managed properties.
• To manage the FM+ allocations tracker and ensure accurate at all times.
• To follow all FM+ processes and procedures, identifying any inefficiencies whilst carrying out the role.
• To chase invoice approvals across our managed properties.
• Assistance with mobilising new properties and de-mobilising outgoing properties
• Assist with raising Purchase Orders and Contract Purchase Orders for FM+ team
• Manage the tracking and uploading of Insurance Inspection documentation for the properties managed by the FM+ team.
• Facilities Management Travel Co-ordination/Arrangement.
• Other adhoc duties as and when required
• Manage annual leave and sickness invites into the FM+team calendar.

Skills, Knowledge and Experience

Essential

• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Reliable, helpful and well presented.
• Ability to work in a team or alone
• Team player with strong customer service skills, able to provide a helpful and polite service.
• Pleasant telephone manner and efficiency in relaying messages and taking instructions.
• Excellent communication skills
• Able to take comprehensive minutes of meetings.
• Abilitiy to deal with confidential information.
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
• Able to work under pressure to deadlines.
• Careful and conscientious with an aptitude for attention to detail.
• Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable

• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Broad knowledge of office administration within a facilities management/property management environment.
• Experience of dealing with senior level staff confidently with excellent verbal and written communication.
• Experience and knowledge of helpdesk systems and procedures.
• Data input experience.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.

Working Hours - 37.5hrs

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Please see our Benefits Booklet for more information.